Writing job descriptions The Easy Way! 1

Why Job Descriptions? *Helps the HR department to determine the right pay range *Attract the right candidates *Helps employees understand their responsibilities *Evaluation of employee performance 2

Why Job Descriptions? Think of a job description as a “snapshot” of a job. The job description needs to communicate clearly and concisely what essential responsibilities are involved in performing the job, the basic minimum qualifications and any core competencies needed to successfully perform the job. 3

How Is a Job Description Formatted? General Format To Use: *Official job title *Department or College *Reports To…. *Job Summary *Essential job duties and responsibilities *Minimum qualifications including education requirements *Preferred qualifications *Knowledge, Skills and Abilities *Working Conditions 4

5

How Is a Job Description Formatted? *Job Summary The job summary statement should be a brief statement describing why the job exists and what the main objective is to be accomplished. Example: Manages the design and administration of the classification and compensation program and serves as consultant to management on all compensation related issues. 6

How Is a Job Description Formatted? *Essential Duties and Responsibilities Essential Duties and Responsibilities should be action statements that begin with an action verb that describes what the employee must do. Examples include perform, develop, meet, organize, plan, arrange, supervise, communicate, review, prepare, manage, monitor, handle, evaluate, maintain, analyze, implement, etc. There should not be more than 7-9 major essential duties and responsibilities. Each of these responsibilities should comprise at least 10% of the time needed to do the job. Any other responsibility would fall under “Performs other duties as assigned.” Example: Develop policies and procedures for all major functions of the department and monitor compliance. 7

How Is a Job Description Formatted? *Minimum Qualifications State the necessary level of education, qualifications and experience required to perform the job at a satisfactory level. Indicate only the minimum qualifications, not the preferred qualifications. Also indicate any certifications necessary to perform the work. Example: Bachelors degree in Accounting plus (3) three years experience in managing accounting functions for a large organization. CPA required. 8

How Is a Job Description Formatted? *Preferred Qualifications State any qualifications that you prefer in the job over and above what the minimum qualifications are. This statement is not required. Example: Masters degree in Accounting plus (3) three years experience in managing accounting functions for a higher education institution. CPA required. 9

How Is a Job Description Formatted? *Knowledge, Skills and Abilities Knowledge, skills and abilities required to successfully perform the essential responsibilities. Examples: Advanced knowledge of federal and state employment laws. Skill in communicating with senior management. Ability to negotiate solutions to problems and opportunities. 10

How Is a Job Description Formatted? *Working Conditions State any working conditions that the employee needs to be aware of such as working environment, special hours of work such as shift work or any special conditions such as high noise levels, travel or overtime. Example: Works in an air-conditioned office environment. May work occasional overtime during peak work periods. 11

Tips *Don’t rely solely on a job’s history as you are putting together a job description for today. Focus instead on what the job needs to be in light of the organization’s current needs and long term objectives. Remember, this is a snapshot! *Qualifications are the education, attributes and/or credentials a person needs to perform each task. Clarify the actual essential duties and responsibilities before you start thinking about the special qualifications that will be needed to perform the job. *Avoid acronyms and in-house terminology! 12

Tips *Avoid listing minor tasks and concentrate on documenting the major, essential job responsibilities. *Credentials (such as degrees, licenses or certifications) are absolute necessities in some jobs. Whatever credentials you establish must be related to performing the job at a superior level. *The job you describe must be truly doable. Make sure you don’t create a job that very few people could do. 13

Warning! *A job description is generally regarded as a legal document. Any references to race, color, religion, age, sex, national origin or nationality or physical or mental disability is illegal. 14